Administrative Assistant

Administrative Assistant

This is advanced secretarial, administrative, customer service, and organizational work supporting the director of a government planning and permitting agency.

Work involves responsibility for performing a variety of complex clerical, secretarial, customer service, and administrative duties relieving the department director from significant administrative details, usually without guidance or review. Duties require the ability to quickly acquire considerable knowledge and understanding of the functions and procedures of the department. The individual in this position must be able to exercise correct judgment in interpreting and applying policies, laws, codes, and regulations to a variety of work and customer service situations. Employees in this class frequently develop and refine working procedures for themselves and any assigned subordinate personnel and provide assistance to the department director in developing procedures for the department, or functions or elements of the department. This position serves as secretary to the department director, a responsibility which requires the exercise of tact and good judgment in dealing with a wide range and high volume of departmental and public contacts. The person in this position must be able to remain calm under stress and react in an appropriate manner when faced with difficult individuals in stressful situations. The position requires the ability to accurately record events at meetings, with an understanding of the meeting procedures and the logical insight to understand which items discussed have a direct bearing on the legal proceeding and the essential facts of the issue. The person in this position must be an organizer who pays attention to details, and whose telephone etiquette is impeccable. The individual in this position must be able not only to be creative and communicate good ideas, but also receptive and able to take direction. The person in this position must have a positive attitude, and a strong work ethic with an orientation to providing services to the public.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. While performing the duties of this job, the employee is frequently required to sit for long periods of time, to talk, and to listen and hear other persons talking. The employee is occasionally required to walk, use hands to finger, handle, or feel objects, tools, controls, keyboards, and to reach with hands and arms. The employee must occasionally lift and/or move light objects, materials, etc. Specific vision abilities required by this job include close vision in order to read books, manuals, letters, and other written materials, to write and fill out forms, and to see computer screens; and the ability to adjust focus over various distances. Speaking/Hearing ability: Ability to give and receive information through speaking and listening skills. Corrective devices may be used to meet physical requirement

Qualifications

Minimum Training and Experience Graduation from high school. Related education and training beyond high school is preferred. Training and experience in the use of the Microsoft Office suite of programs: Word, Excel, Outlook and accessory programs. Ability to use Word, Excel, and Outlook at intermediate level is essential at time of hire. At least two years progressively responsible experience in similar secretarial and administrative work. Demonstrated ability to communicate effectively verbally and in writing. Ability to type or keyboard at a rate of at least 50 words per minute. Demonstrated ability in customer service, and in dealing with difficult people in stressful situations. Tools and Equipment Used This position may require the use of personal or city vehicles on city business. Individuals must be physically capable of operating the vehicles safely, must have a valid driver’s license and a good driving record. Use of a personal vehicle for business is prohibited if the employee is not authorized by the city to drive a city vehicle, or if he/she does not have personal insurance coverage. Phone; typewriter; mainframe computer

Special Requirements

Essential Duties and Responsibilities -Examples of Work (Illustrated only) Performs a wide variety of office administrative duties and assignments. Answer telephones and deal with questions/issues as assigned, or transfer to appropriate staff member. Meet and greet customers, visitors, elected and appointed officials. Create and modify documents, spreadsheets and data bases using the suite of programs in Microsoft Office at a minimum intermediate skill level, advanced skill level preferred. Perform general clerical duties including but not limited to: photocopying, faxing, mailing, and filing. Take notes, record discussions, and use the information in the notes and recordings to create minutes of meetings in the format or formats prescribed by the department director. Arrange for appointments and interviews, screen and refer callers. Answer various inquiries personally and professionally to provide information regarding the department’s services and functions. Proficient in the English language: correct spelling, grammar, punctuation, wide vocabulary. Ability to understand and properly apply technical terminology of planning, zoning, building construction, law, and permitting within one year of hire. Open, review, and distribute and file mail. Create and maintain inventories of equipment and supplies, maintain a constant availability of expendable supplies, including but not limited to office supplies. Assist the department director in meeting all public notice requirements for advertising, mailed and posted notices. Perform other duties willingly, cooperatively, and professionally as assigned.

Miscellaneous Information

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to qualified individuals with disabilities to perform the essential functions. Most of the work is performed in an office setting with intervals at a customer service station or counter. Some of the work is also performed in public meeting facilities, often in front of audiences, taking notes and minutes of meetings. Most of the work occurs during daylight hours on weekdays. However, there are regular meetings held after 5:00 PM, and there may be occasional meetings or events on weekend days. Selection Guidelines Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position’s responsibilities if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Job Details

• Category: Employment Opportunities
• Status: Open
• Salary: 32,000.00 a Year
• Posted: July 24, :00 PM
• Closing: Open Until Filled